The clever thing about the best productivity hacks is that they are easy to start.

The difficult thing is to keep them going. Day after day. Like a well-oiled cog of a perpetual machine.

Consider the alternative to this image. Productivity has a cost and you can calculate it simply by tracking the time you spend on useful tasks and the minutes you waste. The eSignature brand SignNow put together a few shocking figures two years back. Here’s a reality check for all of us:

Time spent searching for misplaced items in the office combined with searching for lost files on the computer; the estimated dollars spent reaches more than $177 Billion annually.

I wonder how they calculated that, but distractions, diversions, and interruptions are three villains who loot the dollars and leech the seconds. Zero waste may be a Dystopian fantasy, but all of us can use a bit of productivity in our everyday lives. Here are a few simple and smart productivity hacks for everyone.

Enter a Time Box

We overspend on stuff we don’t need. And we frill away time on stuff we don’t need to do. Time is an expendable resource and it needs a budget to manage it.

Do the simple time exercise Scott Behson tells us to do in a Harvard Business Review article and find the spare change among the 168 hours of every week. If you are not using it, then something is picking your pockets. And try this free tool to find how much your time is worth to you. Take stock of your time before you read the next sentence.

Practice Estimating Time

We come hardwired with a bug called The Planning Fallacy. It just won’t let you make accurate plans. We always underestimate the time it will take to finish a task or a project. The larger the project, the bigger the lapse.

Good news. Use the simple calculation called The Fudge Ratio to get better at avoiding planning fallacy. It is just the difference between the time you expect to take and the time it actually took to complete a task. You can use the ratio to finetune your future predictions. And it gets better with experience.

Steve Pavlina who coined the term recommends several techniques to use the Fudge Ratio. Several time tacking tools can come to your help. Use a spreadsheet to capture the estimated and actual time for your tasks. And here are a few time tracking tools.

A University of Windsor study in Canada found the positive effects of music on the creativity and timeliness of software design specifically.

The researcher’s response to the question, “Should music listening be encouraged in the workplace?” is that over time, music listening based on workers’ choice to listen ‘when they want as they want,’ is beneficial for state positive affect, quality-of-work, and time spent on a task.

Using a playlist for work is one of the more pleasurable productivity hacks you can set up. Find the sounds that work for you.

Look at Pictures of Cuteness

Did you say “huh!” But a 2012 study from University of Hiroshima claims that after viewing cute images, we perform tasks requiring focused attention more carefully. In short, your concentration improves.

The study brought out a 44% increase in attention spans, and it was all with images of baby animals and not adult animals or pleasant-looking foods that caused the spike.

Does that explain the Internet’s obsession with cats? Or that screensaver on your desktop? I just know that a happy office is a productive office.

Create a Procrastination List. It’s nothing but a list of low-energy activities that you can do when you don’t feel like working.

The ideal thing to do is to sort this list by energy levels or emotion. It can also be a list of generic tasks that take little time. Use them as boosters throughout the day when you feel unmotivated for bigger tasks. Allison Graham at Fast Company says a low-energy to-do list will help you embrace procrastination.

Reading industry magazines, organizing folders on your computer, rearranging your filing cabinet, exporting and reviewing your contact lists on social media. The list of activities that can be included on your low-energy list is endless.

John Perry calls it “Structured Procrastination“. Interesting trivia: He bagged the Literature Ig Nobel prize in 2011 for this theory.

The education company Brainscape says that mankind can save 8 days per year by learning common keyboard shortcuts. Tally up the 2 seconds per minute that it takes to move your mouse around for your personal figure.

They have a flashcard learning tool for shortcuts, but you can learn on your own too with other resources.

Will your book get a great testimonial? Write it out. Will your talk move someone in the audience to change and to let you know about it? What did they say? Will this new product gain shelf space at the local market? Take a picture.

Writing yourself fan mail in advance and picturing the change you’ve announced you’re trying to make, is an effective way to push yourself to build something that actually generates that action.

Mindfulness Is Great. Spacing Out Is Better

Anecdotal evidence from writers and artists, as well as recent psychological studies, leads to the understanding that in order to really tap the creative potential of the brain, a complex nonlinear system, we should allow ourselves long, uninterrupted periods of idleness.

Take a Walk

Walking is the un-cleverest way to make some endomorphins. It is also the only cure to the epidemic of sitting that is sweeping the world.

Now, another critical reason has been discovered with the help of a Stanford study – productive creativity.

A person walking indoors – on a treadmill in a room facing a blank wall – or walking outdoors in the fresh air produced twice as many creative responses compared to a person sitting down. (…) The act of walking itself, and not the environment, was the main factor. Across the board, creativity levels were consistently and significantly higher for those walking compared to those sitting.

The researchers found that creative juices continued to flow, even when a person sat back down shortly after a walk. Any form of walking enhanced creative thinking by nearly 60%. Next time, instead of playing time-wasters on your phone or checking Facebook, try a walk.

Which Productivity Hack Works for You?

Productivity is a personal quest. There’s no one-size-fits-all solution. You might find it with paper and pen. Your colleague in the next cubicle might solve it with cups of coffee. My continuing quest has been to manage distractions and find the elixir at the end of it. I haven’t abandoned the search yet. Neither should you.

Your email address will not be published. Required fields are marked *

Comment

Name *

Email *

Anonymous

January 30, 2016 at 3:38 pm

Think of it: what's arguably the biggest time-waster of them all? Personal tech. Yet almost all these hacks had some type of app as the solution to wasting time. Anyone see any problems? I realize that some people are self-disciplined enough to successfully use apps to curb time wasting, but for the most people the answer is less tech, not more tech.

The one I use most often (now I'm not saying this makes me a productivity guru--just that it keeps me from becoming a couch potato) is simply to do some sort of work, even if it is not #1 on my priority list. If I am looking at my list and shaking my head, saying "No way," then I just put one foot in front of the other, and take out the more fun jobs. Or, I just do ONE thing on that #1 job. Once I get moving, motivation is much much easier. Again, nobody is ever going to confuse me with someone who works 80 hours a week. But it does keep me from couch potato-itis.

Saikat is a techno-adventurer in a writer's garb. When he is not scouring the net for tech news, you can catch him looking for life hacks and learning tidbits. You can find him on LinkedIn & Twitter watching over the world.